4 Surprising Benefits of Electronic Visitor Registers
“In the event of an emergency evacuation please proceed to your nearest exit…”
These words can evoke fear amongst many, but not for businesses who have digital visitor registers. Now armed with an electronic register, evacuation wardens can quickly report and identify who is on site, not only staff and contractors but also visitors, at anytime, from anywhere.
Visitor registers or sign in books are used as a mechanism to contribute to workplace safety and security by documenting who is on site, who they visited, how long for and possibly even the nature of their visit. These details are not only handy for businesses to cater for works planning and interactions, but also as a roll call in the event of an emergency evacuation.
But what if you are unable to reach your paper visitor register in an emergency?
Accessible information is just one advantage of having an electronic visitor register. Let’s dive in and see what other key benefits electronic registers have, that can help streamline and enhance your safety compliance.
Keeping it Private
Let’s face it, we have all been to premises where we have had find a pen, to then enter our contact details into a paper ‘sign in book’, which is then left open on the reception desk for the next visitor to enter their details, in turn leaving your private details accessible for all to see.
Instead many electronic registers have privacy at the forefront. Often, they will only allow for a single person to enter and save their details at a time. Once the individual’s details are saved the screen will close and refresh in preparation for the next visitor. Their contact information is then securely store within encrypted cloud servers, making it visible only to those with applicable account permissions.
Mandatory fields for data standardisation and accuracy
Using an electronic register with standardised fields helps to maintain the accuracy of data, not to mention stop time being wasted from entering unnecessary details.
Having a digital system whereby your visitors are able to quickly enter their own details not only reduces data errors, but also allows your Receptionist to not only continue working without interruption, but also removes the need for them to then manually enter this information into an electronic format such as excel, at month end.
When looking for an electronic register we recommend finding one that is able to go the next step by remembering your visitor. Once your visitor enters their unique identifier (such as their mobile phone number) your electronic system will then prepopulate their remaining details into our register, each time they visit site.
Automated Text Messaging
As a receptionist there is nothing worse than making numerous phone calls to try and track down a staff member who has a visitor. (Especially when that visitor is watching on in frustration.)
Instead implementing an electronic system that is able to automatically send an SMS notification to your Staff, alerting them to that their visitor is not only onsite but also their present location, is another great time saving benefit.
You might even be able to install an electronic register that when a visitor signs out, sends them a complementary SMS thanking them for attending your premises.
First impressions count
Electronic registers located at your premise entrance are not only a modern way to greet our guests, but they also show your commitment to innovation and the future of your business.
Using such technologies such as capturing your visitors photo for identification purposes, producing visitor stickers based on the information entered, to utilising QR scanners or the devices inbuilt GPS for accurate location identification are all great way electronic registers can save time and help with site access controls and security.
Making great tech accessible to all is at the core of QicWorks values. That is why when you set our companion app to kiosk mode, you are not only activating the time clock so staff can save time clocking in and out, but you are also inadvertently activate our electronic visitor register.
Our digital visitor register is another great example of how QicWorks is able to take the hard work out of compliance.
QicWorks is a business management solution that has been designed to manage complex rate structures, across multiple entities and worksites, all from the one account. QicWorks provides accurate real time field data giving you the confidence to make the right decisions. Contact us today to see how QicWorks can transform how you do business.
The information contained within this blog is of a general nature only. It does not take your specific needs or circumstances into consideration. You should look at your own situation and legislative requirements before making any decisions